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CONFIDENCE, BY DESIGN
Businesses today face significant challenges managing their information as they transition to cloud-based systems. We consistently see organisations struggling with fragmented file storage, inconsistent naming conventions, and difficulty finding critical documents when needed. Many have begun adopting Microsoft 365 tools but aren't using them strategically, resulting in Teams sprawl, unstructured OneDrive usage, and security vulnerabilities.
The shift to remote and hybrid work has only intensified these issues, with employees creating shadow IT solutions when official systems don't meet their needs. Documents end up scattered across personal drives, email attachments, and various cloud storage platforms, creating compliance risks and reduced productivity as staff spend valuable time searching for information.
This five-step plan addresses these common challenges by providing a structured approach to bringing your information under control, maximising your existing technology investments, and creating sustainable systems that grow with your business.
Begin by identifying all file shares and shadow IT areas where critical business information might be stored outside official systems. Then evaluate your existing Microsoft 365 setup, looking for pain points like Teams sprawl, unmanaged OneDrive files, and document security vulnerabilities. Take stock of where your most important information lives and how it's currently being managed and accessed.
Develop a straightforward classification system that makes content easily findable. Work with information management experts to design a business-focused information architecture and taxonomy that organises content by function rather than organisational structure. This creates a resilient framework that remains effective even when your organisation changes.
Implement core digital workplace foundations by using your Microsoft 365 licensing in a deliberate way. Optimise your existing tools and capabilities to create a foundation for all your content management needs with a centralised, secure structure that supports findability and compliance. This approach maximises your current investment while creating the right environment for effective information management.
Address your priority areas by implementing targeted solutions for controlled documents, employee files, or contract management. Start with the areas causing the most frustration or compliance risk, then expand to other content types. This includes "burning bridges" by moving files from legacy systems to new simple file and find solutions, ensuring all content is properly migrated into your improved information architecture.
Create clear guidelines for ongoing management with straightforward instructions that everyone can follow. Develop training materials and support resources that are long-lasting and can be used for onboarding new staff. Implement workflows that automate routine tasks, and ensure your team understands how to use the new system. This sustainable approach to governance will help embed good practices and maximise the benefits of your improved content management.
Book a complimentary 60-minute consultation where our information management experts will walk you through these five steps, tailoring approaches and outcomes specifically for your organisation. During this no-obligation session, we'll discuss your unique challenges and provide practical insights to help you move from file frustration to cloud confidence. Contact us today to schedule your personalised digital workplace assessment and start your journey toward simpler, more effective information management.
